Finance Committee

Regular Meeting of the Finance Committee City Hall – Large Conference Room 425 N. Richardson Thursday, August 3, 2023 Notice of this meeting was given to the public in compliance with Sections 10-15-1 through 10-15-4 NMSA 1978 and Resolution 23-01. ROLL CALL The meeting convened at 2:00 p.m. with Chairman Corn presiding, Councilor Heldenbrand present, with Councilor Perry participating via Go-To-Meeting and Councilor Foster being absent. Staff present Della Andazola, Chief Lance Bateman, Jim Burress, Abraham Chaparro, Chad Cole, Janie Davies, Robert Glenn, Toni Gomez, Jennifer Griego, Becky Hicks, Juanita Jennings, Amalia Martinez, Mike Mathews, Elizabeth Prichard, Lorenzo Sanchez, Tammi Smith, and Deputy Chief Mike Taylor. Guests present James Bowden, Will Cavin, Rita Kane Doehoefer, Darrell Johnson, and Mayor Timothy Jennings. APPROVAL OF AGENDA Councilor Heldenbrand moved to approve the agenda with an amendment to move item 10 to item 12 as a non-action item. Councilor Perry seconded the motion. A voice vote was 3-0, and motion passed, with Councilor Perry participating via GoToMeeting and Councilor Foster being absent. FOR THE RECORD: Councilor Foster arrived at 2:03 PM. ACTION ITEMS 1. Consideration of Resolution 23-XX approving the City of Roswell Financial Commitment to fund Roswell Transit for the federal fiscal year October 1, 2024 to September 30, 2025. Presented by Becky Hicks; this resolution guarantees that the City commits to fund Transit, we are required by NMDOT to put the amount requested into the resolution. NMDOT administers this program to provide funding assistance for local public transportation programs. As part of the application process for the funding, NMDOT requires a letter of resolution of financial commitment. Chairman Corn verified that with this resolution the City is guaranteeing the City of Roswell will do our best in funding the Roswell Transit out of the general fund for FY25 but is not committing a certain dollar amount even through a dollar amount is listed. Councilor Heldenbrand moved to send the approval for the City of Roswell Financial Commitment to fund Roswell Transit for the federal fiscal year October 1,  2024 to September 30, 2025 to the consent agenda. Councilor Perry seconded the motion. A voice vote was 4-0, and the motion passed, with Councilor Perry participating via GoToMeeting. 2. Consideration of Resolution 23-XX authorizing the disposal of certain surplus personal property. Presented by Robert Glenn; this request covers old/obsolete equipment currently owned by the City. Exhibit A & B were attached listing the items for auction or scrap. Councilor Heldenbrand questioned the $323,709 value for the 10.2” touch panel for voting (2018) listed on Exhibit A. The value will be verified and correct amount will be used to dispose the asset. Councilor Foster moved to send the consideration recommending approval of Resolution 23-XX authorizing the Disposal of Certain Surplus Personal Property to the consent agenda. Councilor Heldenbrand seconded the motion. A voice vote was 4-0, and the motion passed, with Councilor Perry participating via GoToMeeting. 3. Consideration recommending approval of Solid Waste Purchasing Authorization Request. Presented by Abraham Chaparro; this request covers proposed inventory purchase authorizations for Solid Waste. The purchasing authorization is a “not to exceed” amount for each vendor. This will allow the Solid Waste department to streamline the purchasing process and make purchases in a timelier manner. If the “not to exceed” number for each vendor is reached a change order will presented to the Finance Committee. During discussion it was noted that Snyder/Tank Holding does not have a state contract but it is a sole source. These purchases are made with general funds and the budget has been adjusted to cover the purchases. Councilor Heldenbrand moved to send the approval of the Solid Waste purchasing authorization request not to exceed $200,000 to Miller Engineers and not to exceed $150,000 to Snyder/Tank Holding to the consent agenda. Councilor Foster seconded the motion. A voice vote was 4-0, and the motion passed, with Councilor Perry participating via GoToMeeting. 4. Consider recommending approval of purchases over $60,000 pursuant to City’s Purchasing Policy. Presented by Amalia Martinez; the New Mexico Municipal League Annual Dues invoice dated July 10, 2023 and due upon receipt in the amount of $75,000. The fee is based on our GRT which was calculated to over $82K, capped at $75K. The request annual dues are included in the FY24 budget. After a brief discussion, Councilor Foster moved to send the approval of the $75,000 to New Mexico Municipal League for the NMML dues for July 1, 2023 to June 30, 2024 pursuant to the City’s purchasing Policy to the consent agenda. Councilor Heldenbrand seconded the motion. A voice vote was 4-0, and the motion passed, with Councilor Perry participating via GoToMeeting. 5. Approval of the purchase of (11) 2023 Dodge Durango Police patrol units from Melloy Auto Group, Los Lunas, NM (MJLL, Inc.). Presented by Deputy Chief Mike Taylor; the Roswell Police Department is in need of new Police units to replace older units. The older units include 2012 year models and a large percentage of the patrol fleet have high mileage, in excess of 100K+ miles. These vehicles would be purchased under NM State Price Agreement 00-00000-20-00121. A RPD vehicle report was provided as a non-action item number 15. The list is incomplete. An updated/corrected list will be provided regularly to the committee. The purchase of the new units would be done through Junior Appropriations Funds (23-ZH9175) which the City of Roswell was awarded in the amount of $485,000 for the purchase of Police Units. Mayor Jennings let the Finance Committee know he had reached out to the Governor’s office, and there are no extra funds in the NM budget to cover additional police units. The Governor’s office will keep us in mind if there are any unallocated funds this year. Also discussed was the possibility of buying the vehicles from local dealers. Local dealers have been contacted in the past and were not able to supply the units, and are not on the NM State Price Agreement list. The local dealerships do not have the volume or inventory to get the units the city needs. Any Dodge dealership should honor the warranty and service needs of the units. Councilor Heldenbrand moved to send the approval of the purchase of (11) 2023 Dodge Durango Police patrol units from Melloy Auto Group, Los Lunas, NM (MJLL, Inc.) in the amount of $465,773.00 the consent agenda. Councilor Foster seconded the motion. A voice vote was 4-0, and the motion passed, with Councilor Perry participating via GoToMeeting. 6. Approval of the purchase of (5) 2023 Dodge Durango Police patrol units from Melloy Dodge, Albuquerque, NM. Presented by Deputy Chief Mike Taylor; the Roswell Police Department is in need of new Police units to replace older units. The older units include 2012-year models and a large percentage of the patrol fleet have high mileage, in excess of 100K+ miles. These vehicles would be purchased under NM State Price Agreement 00-00000-20-00121. A RPD vehicle report was provided as a non-action item number 15. The list is incomplete. An updated/corrected list will be provided regularly to the committee. The purchase of the new units would be done through the Police Departments General Fund which was budgeted $405,000 for (5) new Police Officers to include vehicles Melloy Auto Group, Los Lunas could not get all units so the remaining units will be purchased from Melloy Dodge, Albuquerque. Discussions from action item number 5 carried over to item 6. Councilor Foster moved to send the approval of the purchase of (5) 2023 Dodge Durango Police patrol units from Melloy Dodge, Albuquerque, NM in the amount of $212,015 to the consent agenda. Councilor Heldenbrand seconded the motion. A voice vote was 4-0, and the motion passed, with Councilor Perry participating via GoToMeeting. 7. Approval of the purchase of equipment and installation to up fit (16) 2023 Dodge Durango Police units by DANA Safety Supply located in Oklahoma City, OK for a total price of $203,149.50. Presented by Deputy chief Mike Taylor; the Roswell Police Department is in need of up fitting the (16) Dodge Durango Police units upon obtaining approval to purchase. The company, DANA Safety is a large company with 32 locations within the U.S. and the nearest being located in Oklahoma City, OK. This company provided quotes to up fit the vehicles which came in $45,000.00 less than the previous company the City used in Albuquerque which was identified as the lowest in the State. DANA Safety Supply is on the NM State Contract Pricing Agreement (20-00000-21-00030). The funding would come from the Roswell Police Department General Fund for vehicles and equipment in which the City of Roswell budgeted $405,000.00 for (5) new Police Officers to include vehicles. Of the $405,000.00, $212,015.00 will be used for the purchase of the (5) units from Melloy Dodge in Albuquerque, NM. This leaves $192,985.00 for the up fitting. The additional $10,164.50 needed would come from RPD General Equipment Fund to cover the up-fitting cost. Councilor Heldenbrand commended Deputy Chief Mike Taylor and his staff for the work they did in getting a good price and saving enough funds to cover the price of an additional unit. Councilor Heldenbrand moved to send the approval of the purchase of equipment and installation to up fit (16) Dodge Durango Police units for $203,149.50 by DANA Safety Supply located in Oklahoma City, OK to the consent agenda. Councilor Foster seconded the motion. A voice vote was 4-0, and the motion passed, with Councilor Perry participating via GoToMeeting. 8. Approval to Use Capital Appropriations Funds (21F2693 in the amount of $251,866.08 to Custom Construction for the removal, repair, and replacement of the leaking roof at the West 2nd Evidence Storage Facility. Presented by Deputy Chief Mike Taylor; the Police Department obtained the West 2nd Street Evidence Storage Facility during the latter part of 2020. The roof of the building was identified as needing repairs due to long term damage and leaking. The roof was repaired with a new membrane by a local company. Since the repair there has been numerous leaks within the building each time it rains. The company was called back and minor repairs were made to the roof to fix the issue. The repairs did not fix the leaking problem but it wasn’t known until the next major rain. The roof was then out of warranty and the company was unwilling to provide any other repairs. Recently Custom Construction inspected the roof and identified that even though the membrane was replaced, the underlying deck was never repaired or modified to create an ample slope to drain properly. The request is for Custom Construction, who the City has a Roofing ITB (ITB-23-019) with, to remove, repair, and replace the roofing on the West 2nd Street building correctly so no further interior or evidence damage occurs. Funding will come from the Capital Appropriations Funds. The question of using insurance to replace the roof was asked. The insurance did cover the repairs the first time. The insurance will not cover this cost since they already covered the cost and the workmanship was faulty. Councilor Foster moved  to send the approval to use Capital Appropriations funds (21F2693) in the amount of $251,866.08 to Custom Construction, for the removal, repair, and replacement of the roof at the West 2nd Street Evidence Storage Facility to the consent agenda. Councilor Heldenbrand seconded the motion. A voice vote was 4-0, and the motion passed, with Councilor Perry participating via GoToMeeting. 9. Approval of Award Recommendation for ITB-24-001 for the Hydro Excavator Purchase to Ten Point Sales & Marketing, LLC in the amount of $80,900.49. Presented by Robert Glenn; the ITB was issued on July 9, 2023 and (3) companies provided bids on July 25, 2023. The BID was seeking vendors to provide a Hydro Excavator with specific specifications or equivalent. Ten Point Sales & Marketing was not the lowest bidder but was the only bidder that met all specifications. The Hydro Excavator is budgeted for $90,761 in the capital fund. The purchase is $9,860.51 under budget. Councilor Heldenbrand moved to send the approval of the award recommendation for ITB-24-001 for the purchase of a Hydro Excavator in the amount of $80,900.49 to Ten Point Sales & Marketing, LLC to the consent agenda. Councilor Foster seconded the motion. A voice vote was 4-0, and the motion passed, with Councilor Perry participating via GoToMeeting. APPROVAL OF MINUTES 10. Minutes for JULY 6, 2023 Regular Meeting Councilor Foster moved to approve the minutes. Councilor Heldenbrand was the second. A voice vote was 4 -0, and the motion passed, with Councilor Perry participating via GoToMeeting. 11. Minutes for JULY 14, 2023 Special Meeting Councilor Foster moved to approve the minutes. Councilor Heldenbrand was the second. A voice vote was 4 -0, and the motion passed, with Councilor Perry participating via GoToMeeting. NON-ACTION ITEMS 12. Water Utility Rate Study – Executive Summary Report. Presented by Robert Glenn. The Water Utility Rate Study will be updated to include depreciation information. Counselor Foster suggested setting up a workshop with all council members before it goes to City Council. It was also recommended to start a Waste Water Rate Study. FOR THE RECORD: Councilor Foster left at 4:10 PM. 13. Information Reports – Public Affairs – Juanita Jennings presented Lodgers Tax Report, Roswell Visitor Center, and Convention Center Bed Fee. Finance - Janie Davies presented information on the GRT, Cannabis Tax, Grant Status Report, and Debt Schedule. Information Technology: Included is the July 2023 Report IT report. 14. Department Reports- Debt Schedule as of June 30, 2023 15. RPD Vehicle Report. Presented by Chief Deputy Mike Taylor. The report shows year, make/model, mileage, and division of police units currently in service. The list is incomplete and an updated/corrected list will be provided regularly to the finance committee. Councilor Heldenbrand requested to see a vehicle report for the entire City’s fleet on a regular basis. PUBLIC PARTICIPATION No public participation. ADJOURN The meeting adjourned at 4:41 p.m.